Production, planning, and expediting clerks coordinate and facilitate the flow of information, work, and materials within or among offices. Most of their work is done according to production, work, or shipment schedules that are developed by supervisors who determine work progress and completion dates. Clerks compile reports on the progress of work and on production problems, and also may set worker schedules, estimate costs, schedule the shipment of parts, keep an inventory of materials, inspect and assemble materials, and write special orders for services and merchandise. In addition, they may route and deliver parts to ensure that production quotas are met and that merchandise is delivered on the date promised.
Production and planning clerks compile records and reports on various aspects of production, such as materials and parts used, products produced, machine and instrument readings, and frequency of defects. These workers prepare work tickets or other production guides and distribute them to other workers. Production and planning clerks coordinate, schedule, monitor, and chart production and its progress, either manually or electronically. They also gather information from customers' orders or other specifications and use the information to prepare a detailed production sheet that serves as a guide in assembling or manufacturing the product.
Expediting clerks contact vendors and shippers to ensure that merchandise, supplies, and equipment are forwarded on the specified shipping dates. They communicate with transportation companies to prevent delays in transit, and they may arrange for the distribution of materials upon their arrival. They may even visit work areas of vendors and shippers to check the status of orders. Expediting clerks locate materials and distribute them to specified production areas. They may inspect products for quality and quantity to ensure their adherence to specifications. They also keep a chronological list of due dates and may move work that does not meet the production schedule to the top of the list.
Work environment. Although their offices or desks may be near a production plant or warehouse, production, planning, and expediting clerks generally work in clean and environmentally-controlled conditions. They spend most of their day either on the phone or on the computer while working closely with supervisors who must approve production and work schedules. The typical workweek is Monday through Friday.
| 1. | Examine documents, materials, and products, and monitor work processes, in order to assess completeness, accuracy, and conformance to standards and specifications. |
| 2. | Review documents such as production schedules, work orders, and staffing tables to determine personnel and materials requirements, and material priorities. |
| 3. | Confer with department supervisors and other personnel to assess progress and discuss needed changes. |
| 4. | Revise production schedules when required due to design changes, labor or material shortages, backlogs, or other interruptions, collaborating with management, marketing, sales, production, and engineering. |
| 5. | Confer with establishment personnel, vendors, and customers to coordinate production and shipping activities, and to resolve complaints or eliminate delays. |
| 6. | Record production data, including volume produced, consumption of raw materials, and quality control measures. |
| 7. | Requisition and maintain inventories of materials and supplies necessary to meet production demands. |
| 8. | Calculate figures such as required amounts of labor and materials, manufacturing costs, and wages, using pricing schedules, adding machines, calculators, or computers. |
| 9. | Distribute production schedules and work orders to departments. |
| 10. | Compile information, such as production rates and progress, materials inventories, materials used, and customer information, so that status reports can be completed. |
| 11. | Arrange for delivery, assembly, and distribution of supplies and parts in order to expedite flow of materials and meet production schedules. |
| 12. | Contact suppliers to verify shipment details. |
| 13. | Maintain files such as maintenance records, bills of lading, and cost reports. |
| 14. | Plan production commitments and timetables for business units, specific programs, and/or jobs, using sales forecasts. |
| 15. | Establish and prepare product construction directions and locations, and information on required tools, materials, and equipment, numbers of workers needed, and cost projections. |
| 16. | Compile and prepare documentation related to production sequences, transportation, personnel schedules, and purchase, maintenance, and repair orders. |
| 17. | Provide documentation and information to account for delays, difficulties, and changes to cost estimates. |
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